Privacy Policy

This policy explains what the ICAA Membership Portal collects, why, who processes it and the choices you have. The portal is operated by Innovation Center for AI in Automation (ICAA), Troy, Michigan for its member school districts, vendors and Licensed Hubs and for the people who work for them. It is not directed to students or to children.

What we collect

• Account information: your name, work email address and title, the organization you belong to and your role in it. When you sign in with Google or Microsoft, we receive your name, email address and the account identifier those services provide; we do not receive your Google or Microsoft password.
• A password, if you choose one: stored only as a one-way salted hash. ICAA staff cannot read it.
• Organization information: legal name, address, website, state and county, for a district its enrollment band, and for a Licensed Hub its territory, staff and application.
• Membership and billing records: memberships, invoices, purchase order numbers, payments received and refunds. Card and bank payments are taken by Stripe; the portal never receives or stores card numbers. Where ICAA pays a vendor or a hub, the portal records how to pay them but not bank account numbers.
• What you add: support tickets and replies, needs, self-disclosures and their evidence files, Showcase profiles, products, documents, chat posts and event registrations.
• AI connection details, for an organization that connects its own AI service: the provider, model and endpoint, and the API key, which is written to Microsoft Azure Key Vault and never shown again. For each AI request the portal records who sent it, when, the tokens used and the estimated cost; it does not store the question or the answer.
• Security and operations records: an audit log of changes and decisions, sign-in events and the technical logs of the hosting service.

Student information

The portal is built for the business of membership, not for student records. Do not enter student names, education records or other information about students. ICAA does not knowingly collect student education records through the portal; if some is entered, contact us and it will be removed.

How we use it

• To run your account and your organization's membership: sign-in, invoices, benefits, renewals and the notices about them.
• To deliver what members ask for: support, the App Store, the Needs Board, the Showcase, events, the Library and the AI features an organization switches on.
• To keep the portal secure, investigate misuse and meet legal and accounting obligations.
• We do not sell personal information, and we do not use it for advertising.

Who sees it

• People in your own organization, according to their roles in the portal.
• ICAA staff, according to their roles, to provide the service.
• Your Licensed Hub, if your district joined through one: your membership and support information, as the Membership Terms describe.
• Other members, only for what is meant to be seen: a published Showcase profile, a need published on the Needs Board, a published self-disclosure, chat posts and the name of a person who answers an inquiry.
• Service providers that process data for ICAA under contract: Microsoft Azure (hosting, database, file storage, key storage and email delivery), Stripe (payments), and Google and Microsoft when you choose to sign in with them.
• The AI provider your organization chose, for the AI requests your organization's users send. That provider processes them under your organization's own agreement with it, not ICAA's.
• Authorities, when the law requires it.

Cookies

The portal uses one essential cookie to keep you signed in, and remembers a few choices in your browser. It uses no advertising or analytics cookies. Videos embedded in some pages are served by their providers (YouTube in privacy-enhanced mode, Vimeo, Loom), which apply their own policies when you play them.

Where it is kept and for how long

Portal data is stored in Microsoft Azure data centers in the United States, encrypted in transit and at rest. We keep account and organization records while the membership exists and for as long as accounting, audit and legal obligations require afterwards. A replaced document is kept for twelve months so that earlier versions can be restored. A staff or member account that is closed keeps its name on the records it was part of.

Your choices

You can see and correct most of your information in the portal. To ask for a copy of your information, its correction or its deletion, or to close your account, write to support@icaa.ai. An owner of your organization may also manage your access. Some records, such as invoices and the audit log, are kept as the law and our obligations require.

Security

Access is limited by role, sign-in is required for member pages, secrets are kept in Azure Key Vault, and every change of consequence is recorded. No system is perfectly secure; if we learn of a breach that affects your information, we will tell you and your organization as the law requires.

Changes and contact

When this policy changes, the new version and its date appear on this page. Questions: support@icaa.ai, or Innovation Center for AI in Automation (ICAA), Troy, Michigan.